GravityView for Event Planners: How to Create a Guest List

A Step-by-Step Guide to Creating a Guest List for Your Event

Written by Zack Katz

Categories How-To, Use Cases


This article is the first of a series where we create a number Views  useful for event planners, party organizers, and other people hosting events. In this first post, we’ll create the following:

  • A Form that lets guests RSVP to the event
  • A View that displays all the guests coming to our event and then lets them edit their own data.

Let’s get started!

Create the RSVP Form

First, let’s create a form that allows users to RSVP to the event. To do this, we want to create a form. Go to Forms > New Form on your WordPress sidebar. Give your form a name like “RSVP to the Event.”

Then, add fields to your form. We probably want the following fields:

  • Name
  • Paragraph Text – Rename this to “About Me”
  • File Upload – Rename this to “Photo”, type in “jpg, gif, png” for the Allowed filed, and limit the Maximum file size to 5MB.
  • Website

If you have other important information to collect – dietary preferences or T-Shirt size, for example – add a field for it.

Tip: to make sure that every field is filled out, enable “Required”.

Finally, add the form to a page. Here’s what our final version will look like:


Create the View

Let’s display that data! Go to Views > New View. Give your View a title. Let’s name it “RSVP List.” Note that this title won’t be displayed to users – it’s just for our internal use.

Then, select your form as the data source. Finally, we need to choose a View type.

View Type

Depending on the number of people attending our event, we may want to use either the Table View or the Listing View.

  • If we have many people attending the event, we want to use the Table View. This will just display each person’s basic information on the Multiple Entries page.
  • If we have only a few people attending the event and want to include their photo and other information on the Multiple Entries page, we should use the Listing View.

For this example, let’s use the Listing View. Now, we want to customize our View. Let’s first add some widgets:

Above our entries, let’s add a Search Bar. This will let people search through the guests to see if a particular person is coming. If you like, you can rename it to say “Search through party guests”.

Above Widgets

Below our entries, let’s add the Page Links and Show Pagination Info widgets. The former will display links for each page of people, while the latter will show how many people are on the current page (for example, Showing 1-50 of 200.)

Below Entries Widgets

Then, let’s add our entry fields themselves.

  • Under Listing Title, add Name
  • Under Subheading, add Website
  • Under Image, add Photo
  • Finally, under Other Fields, add About Me

Tip: To remove the entry label, click the blue gear icon next to a field. Uncheck “Show Label” to hide the label text.

Entries Fields

Let’s publish our View and add it to a page. Don’t forget to give your page a title. Here’s what it looks like:


Awesome! As a last step, let’s allow users to edit their own entries. To do this, scroll to the bottom of the View and enable “Allow User Edit.”

Allow User Edit

And that’s it! You now have a guest list for an event, powered by Gravity Forms entries, displayed with GravityView.